Still Running A Spreadsheet Business? Here’s Why It’s Time To Upgrade.

Excel spreadsheets or Google Sheets are fantastic tools for startups, small teams, and solo entrepreneurs. They’re flexible, easy to use, and—best of all—free. However, as your business grows, you may start to notice its limitations. If your workflows become too complex, your team expands, or your data demands increase, it may be time to consider an upgrade.

In this post, we’ll explore the signs that indicate it’s time to move beyond spreadsheets, compare popular alternatives like Airtable and Monday.com, and discuss when a custom-built solution might be the right fit for your business.

Signs It’s Time to Move Beyond Spreadsheets

Before diving into alternatives, let’s identify the most common reasons businesses outgrow spreadsheets:

1. Performance Issues & Slow Loading Times – As your dataset grows, spreadsheets can become sluggish, especially when handling thousands of rows with complex formulas.
2. Collaboration Bottlenecks – While Sheets supports multiple users, tracking edits, preventing accidental changes, and managing permissions can be cumbersome or non-exsistent.
3. Lack of Automation & Integrations – spreadsheets has some automation capabilities via Apps Script and integrations with third-party tools, but it lacks the no-code/low-code automation power of other platforms.
4. Data Security & Compliance Needs – If your business requires stricter security, audit trails, or compliance with industry regulations (e.g., HIPAA, GDPR), Sheets may not be sufficient.
5. Better UI/UX for Workflows – spreadsheets remains spreadsheet-based, which isn’t always the best way to handle workflows like project management, sales pipelines, or inventory tracking.

If you’re experiencing any of these challenges, it’s time to consider an upgrade.

Exploring the Alternatives: Airtable, Monday.com, and Custom Development

There are many tools available, but let’s focus on three common solutions businesses turn to when outgrowing spreadsheets: Airtable, Monday.com, and Custom Development. Each has its strengths and trade-offs, which we’ll explore below.

Airtable: The Flexible Database for Growing Businesses

Airtable blends the familiarity of a spreadsheet with the power of a database. It allows businesses to structure their data in a more organized and efficient way without requiring SQL knowledge.

Pros:

• Relational Data Management – Unlike spreadsheets, Airtable lets you link records across tables, making it ideal for managing complex datasets.
• User-Friendly UI – A more intuitive, visually appealing interface compared to Sheets.
• Powerful Automations – Built-in automation features (e.g., trigger-based actions) reduce manual work.
• Extensive Integrations – Seamlessly connects with tools like Slack, Zapier, and Make.com for enhanced workflows.
• No-code App Builders – Plenty of no-code tools can be used to develop custom applications on top of AirTable such as Softr and Glide.

Cons:

• Monthly Subscription – The free plan has limitations, and costs can add up as your team grows.
• Scalability – While more powerful than Sheets, Airtable may not handle extremely large datasets as efficiently as a dedicated database.
• Limited Customization – You’re bound to Airtable’s existing structure and UI, which may not fit all use cases.

Airtable is Best For

Small to mid-sized businesses that need a more structured data management system without diving into full-scale software development.

Monday.com: A Visual and Automated Work Management Platform

Monday.com is designed for work management and collaboration, making it an excellent option for businesses looking for project tracking, team collaboration, and automation in one platform.

Pros:

• Customizable Workflows – Unlike Sheets, Monday.com provides boards and automations tailored for specific business needs.
• Collaboration-Friendly – Real-time updates, comments, and task assignments improve teamwork.
• No-Code Automations – Create workflows without any coding, such as sending notifications or updating statuses based on triggers.Robust Integrations – Connects with tools like Slack, Zoom, and CRM platforms to centralize operations.

Cons:

• Higher Cost – Monthly pricing per user can be expensive for larger teams.
• Data Limitations – While powerful for project management, it may not replace a fully customizable database.
• Less Spreadsheet-Like – If your business relies heavily on spreadsheet functionality, Monday.com’s board-based approach may require some adjustments.
• No App Builders – Monday cannot be used as a database allowing an application to built on top of it. Monday is the application itself, which can be limited to some use cases.

Monday.com is Best For:

Teams that need structured workflow management and automation to replace spreadsheets for tracking projects, leads, or operations.

Custom Development: A Tailored Solution for Maximum Flexibility

For businesses with unique needs or those scaling rapidly, custom software development may be the best option. Instead of adapting to existing tools, you build a system that fits your exact requirements.

Pros:

• Full Control & Customization – The system is built to match your workflows and processes exactly.
• Scalability – Designed to grow with your business without the constraints of third-party platforms.
• Security & Compliance – Can be built to meet industry-specific regulations and data privacy needs.
• Low Subscription Costs – Pay only for infrastructure your company needs which is often orders of magnitude less than off-the-shelf app subscription costs.

Cons:

• Higher Upfront Costs – Development requires a significant investment compared to SaaS solutions.
• Longer Implementation Time – Unlike plug-and-play tools, custom development takes time to design, build, and deploy.
• Ongoing Maintenance – Requires in-house or outsourced development support for updates and troubleshooting.

Custom Development for Best for:

Businesses with highly specific or complex requirements, large-scale operations, or those seeking to build a competitive advantage through custom software.

Key Considerations

When deciding which solution is best to replace spreadsheets in your business, consider the following:

• Budget – What can you afford now, and what will scale cost-effectively in the future?
• Complexity of Workflows – Do you need simple automation or a fully integrated system?
• Team Size & Collaboration Needs – Will your team benefit from real-time collaboration tools?
• Integration Requirements – Does the solution integrate with your existing tech stack?
• Scalability – Will it accommodate business growth without frequent migrations?
• Data Security & Compliance – Do you need enhanced security features beyond spreadsheets?

Final Thoughts

While spreadsheets remain a valuable tool, growing businesses eventually need more robust solutions. Airtable provides an excellent bridge between spreadsheets and databases, Monday.com streamlines workflow management, and custom development offers limitless flexibility.

The right choice depends on your business’s current pain points, future growth plans, and budget. By making the move at the right time, you can improve efficiency, collaboration, and scalability—helping your business operate at its full potential.

Have you made the switch from spreadsheets to a more advanced system? Share your experiences in the comments below!